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How Managed Print Services Can Benefit Small Businesses

Managed print services (MPS) have long been a staple of big business. By handing over day-to-day management of in-house printing, companies can save themselves considerable time, money, and manpower. However, smaller businesses are increasingly turning to managed print services to streamline their document output. Provided you've chosen a reliable MPS, you look forward to improved quality control, guaranteed security of your printed assets, and dramatically lower printing costs. Interested in exploring the benefits of a managed print service for yourself? Below, we break down the key benefits for smaller businesses.

Managed Print Services Explained
A managed print service takes care of a company's entire printing output. Managed print service providers will work closely with their clients, assessing their individual requirements to deliver tailored printing solutions. Companies that utilize a managed print service usually realize that they’ve been printing more than is needed.

A managed service can quickly cut the amount of money wasted on surplus paper, toner, and ink. What's more, less printing output means less electricity is being wasted. A managed print service can also take charge of the day-to-day management of printers, copiers, and scanners.

1. Slash Printing Expenditure
If you're looking to support a growing business and minimize unnecessary expenditure, a managed print service can help. The average company doesn't understand its printing needs. A managed service will work with you to determine the kind of output you should be producing. This means you can make significant savings when it comes to month-to-month printing costs, with the only thing you need to worry about being a fixed monthly rate.

Managed print service packages also usually cover things like hardware upgrades and printer maintenance. Many smaller businesses are unprepared for printer breakdown issues, forcing them to fork out costly repairs or replacements. A managed print service provider will carry out regular checkups of your printing hardware, reducing the likelihood of you encountering any issues down the line. Should you run into issues, most managed print providers will be able to access your devices remotely, carrying out quick fixes so you can get your printing back on track.

2. Enjoy Enhanced Security
If you're dealing with sensitive information on a day-to-day basis, it makes sense to switch to managed print service. Established print management companies will advise you on the latest legal and regulatory updates, ensuring you never fall foul of compliance issues. Smaller businesses are often ill-equipped to tackle things like data security, but a managed print provider can advise on things like document encryption, as well as advanced authentication for your print and copier devices.

A managed print service can also advise you on how to make the transition to a more sustainable, paperless operation. Digitizing the majority of your documents not only reduces paper consumption and combats waste, but also allows you to introduce rigorous security protocols to protect highly sensitive information.

3. Say Goodbye to Costly Downtime
Ineffective printing devices not only limit the number of documents you can produce, but can also impact workplace efficiency. A simple paper jam can derail an in-house printing operation while replacing toner and ink cartridges can also eat into the daily routines of your workforce. A managed print service means you don't have to worry about committing manpower to printer maintenance and general upkeep. Furthermore, a managed service can also suggest more efficient printing practices to make your operation far more sustainable.

A managed print service can even take care of the little things like monitoring ink and toner levels. By the time a cartridge needs replacing, you'll have fresh supplies ready and waiting to ensure your printing output never comes to a standstill again.

4. Consolidate In-House Printing
Nowadays, there's no such thing as a typical office environment. More people than ever are working exclusively from home, while many more are adopting a hybrid model of office-based hours and some remote working. If your smaller business has embraced remote working in recent years, it's almost certain that your in-house printing output has greatly diminished. This will no doubt have left you with a surplus of printing devices that are simply gathering dust.

A managed print service can help you determine exactly how many printers your business needs. In addition to helping you consolidate your existing print fleet, an experienced provider can help you anticipate changing demands. By carrying out regular audits of your printing output, a managed service can ensure your small business is never left without the hardware it needs. You can also ensure your printing devices are updated regularly.

Overhaul In-House Printing Today
A managed print service isn't just for big enterprises. Even the smallest business can benefit from the expertise and support of an experienced MPS provider. You can dramatically reduce the amount of paper you're using, making your operation far more sustainable and eco-friendlier. What's more, you can look forward to greatly reduced ink and toner costs, while also ensuring you're using the best printing hardware around. More importantly, you can leave behind an outdated paper-based operation and make the move toward a truly digitized enterprise.

Author Bio: Greg Tuohy is the managing director of Docutec, an office automation software and business printers provider. Greg has a degree from University College Cork in Science but decided to join the family business in 1995, and in 2011 was appointed to the managing director role.

Greg Tuohy is the managing director of Docutec, an office automation software and business printers provider. Greg has a degree from University College Cork in Science but decided to join the family business in 1995, and in 2011 was appointed to the managing director role.

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